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February 8, 2012 OSU Purchasing is a member of SCOMSDC
Need help achieving your minority purchasing goals? OSU Purchasing is a member of the South Central Ohio Minority Supplier Development Council (SCOMSDC). SCOMSDC helps match member organizations with competitive minority business enterprises (MBE’s). SCOMSDC screens and tracks the performance of recommended MBE’s. Want to work with a company not yet certified by the State of Ohio? SCOMSDC can help them gain certification. Visit their website at scombc.org for more information or contact Andre Lampkins at 614-225-6959 or at alampkins@scomsdc.org.
Contact Tom Crawford at 614-292-9393 or crawford.187@osu.edu for details.
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October 3, 2011 REMINDER-OSU 05-Office Furniture Contract extended- Purchasing negotiates additional discounts
The OSU “05-Office furniture” contract has been extended for the period 8/1/11 through 6/30/2012. OSU Purchasing negotiated with the manufacturers listed below in an effort to improve their discount offering and provide a wide range of office furnishings and services to meet your workplace needs. The contract is as competitive as well known national furniture contracts, offering discounts up to 67% for delivered and installed orders and up to 71% for drop ship orders.
*Allsteel
*Haworth
*Herman Miller
*Steelcase
Click here for Contract/Ordering details
Contract highlights include:
•Delivered and Installed discount offering includes: design and installation
•Drop Ship delivery option: please contact an authorized furniture dealer for details
•State of Ohio MBE (Minority Business Enterprise) and EDGE (Encouraging Diversity, Growth & Equity) certified suppliers.
•eStores Suppliers:
*Clara I Brown Interiors Inc. (MBE/EDGE)
*Continental Office Environments
*Dupler Office (eStores Go Live = 8/2011)
*King Business Interiors, Inc. (EDGE)- Coming soon to eStores
*Loth Inc.
*Williams Interior Designs (MBE/EDGE)
Contact Cris Penn with questions at penn.4@osu.edu or 614-688-4940
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October 3, 2011 Category Buyer Listing Revision
The Category Buyer Listing has been revised to reflect enhanced category descriptions. You can view the revised version on the Purchasing website, About Us tab-Category Buyer listing.
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September 8, 2011 Sourcing Projects Update
The Purchasing Department Strategic Sourcing Team has completed several key savings initiatives over the past few months. Among the recently completed projects are a new cost-per-copy prime supplier contract, adoption of the State of Ohio contract on standard configurations for desktop and laptop computers and a new contract for plumbing, refrigeration repair and drain cleaning services. The list from purchasing.osu.edu/sourcing includes completed projects as well as new and upcoming savings initiatives.
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August 8, 2011 Purchase Order Terms and Conditions Update
The University Purchasing Department has updated the Purchase Order Terms and Conditions. They will now reflect the Human Resources Guidelines requiring Background Checks for third party staffing vendors that departments may choose to utilize. To see full guidelines, click HERE.
Any questions regarding this update can be directed to Tom Hindes, Purchasing Department Contract Administrator 614-688-8682 or hindes.2@osu.edu
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August 4, 2011 OSU 05-Office Furniture Contract extended- Purchasing negotiates additional discounts
The OSU “05-Office furniture” contract has been extended for the period 8/1/11 through 6/30/2012. OSU Purchasing negotiated with the manufacturers listed below in an effort to improve their discount offering and provide a wide range of office furnishings and services to meet your workplace needs. The contract is as competitive as well known national furniture contracts, offering discounts up to 67% for delivered and installed orders and up to 71% for drop ship orders.
*Allsteel
*Haworth
*Herman Miller
*Steelcase
Click here for Contract/Ordering details
Contract highlights include:
•Delivered and Installed discount offering includes: design and installation
•Drop Ship delivery option: please contact an authorized furniture dealer for details
•State of Ohio MBE (Minority Business Enterprise) and EDGE (Encouraging Diversity, Growth & Equity) certified suppliers.
•eStores Suppliers:
*Clara I Brown Interiors Inc. (MBE/EDGE)
*Continental Office Environments
*Dupler Office (eStores Go Live = 8/2011)
*King Business Interiors, Inc. (EDGE)- Coming soon to eStores
*Loth Inc.
*Williams Interior Designs (MBE/EDGE)
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August 4, 2011 OSU and State of Ohio PC Standards merge
The Ohio State University (OSU) and the State of Ohio (State) have finalized a collaborative effort that will save OSU approximately $912k annually on personal computer (PC) purchases. Both entities agreed on the same PC standards, enabling OSU to purchase from existing State contracts. OSU Contract 06-198 expires August 31st, 2011. Dell and HP eStores catalogs will be updated to reflect new pricing, Lenovo eStores catalog will be consolidated under the existing CDW-G eStores catalog- both by August 22nd, 2011.
View the full PC Standards Announcement
View Dell and HP PC Specifications and Pricing
Please direct questions to Thomas Linley at 614-688-3565 or linley.13@osu.edu
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August 4, 2011 Purchasing Policy 2.21 Update
At the April 8, 2011 meeting, The Board of Trustees approved recommended changes to the University's Purchasing Policy. These changes were made in an effort to provide clarification and simplification to the process. Changes include:
*resolution 4 regarding Technical and Specialized Consulting Services
*resolution 17 regarding License and Maintenance Agreements, and
*resolution 24 regarding Financial Services
To see the full Purchasing Policy, click HERE or go to the Policies and Procedures bubble and click on Purchasing Policy at the Purchasing website.
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July 11, 2011 PRSM Staff Appreciation Event
Friday, July 8th, the PRSM team attended a Staff Appreciation and Happy New (Fiscal) Year Event! The event was held at The Depot- a Rail Museum and Facility on Old Henderson Road. Thanks to all the Staff and Students who work hard throughout the year, and those who participated in the event. See pictures here.
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July 1, 2011 Fiscal Year 2012 Convenience Orders
Effective July 1st, convenience order numbers for FY12 have been updated. Find them on the Purchasing website under Forms and Resources- Other Documents:
FY12 Convenience Orders
REMINDER- the last day to use a Convenience Order number starting with X11XXX was 6/30/11.
Please direct any questions to Cris Penn penn.4@osu.edu or 614-688-4940
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June 9, 2011 Bid Preparation Form Updated
The Bid Preparation Form has been updated on the Purchasing website. Estimated Costs are now required. This will help to simplify and standardize the reporting of procurement cost avoidance. It is critical for audit and validation that consistency of the components included in the reporting of cost avoidance and the calculations be maintained.
Please contact Cris Penn with any questions at 614-688-4940.
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June 6, 2011 Request for Waiver Form and Instructions Change
The Request for Waiver of Competitive Bidding form and Instructions for Completing a Request for Waiver of Competitive Bidding have been updated on the Purchasing website. There is a new rationale for granting a waiver: Technical and Specialized Consulting Services. This will be used when it is determined that services to be purchased are technical and specialized consulting services that are temporary in nature and there are sufficient economic reasons to support such a waiver and where such terms and conditions are in the best interest of the University. Note that a Technical and Specialized Consulting Services Waiver requires an Additional Justification Memo. It also requires special approval from the IFP (per memo: Managing Consulting Services and Capital Expenditures dated 5/4/11 on the IFP Approval Request form)
If you have any questions on the waiver process, please contact a buyer in the Purchasing department.
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May 5, 2011 Summary: Campus Campaign 2011
Thank you to all who supported the 2011 Campus Campaign! Our B&F Spring BBQ and dress-down events raised a total of $884 that was donated to the Employee Emergency Fund. A special thanks to all Management who participated in the food serving line, as well as Tom Crawford and Jon Rudolph for volunteering in the water splash! Please click here to see pictures from the Spring BBQ.
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April 26, 2011 Blanket Order Season Reminder-UPDATED!
Purchasing has recently revised it's Blanket Order Reminder to be more user-friendly! Please see tips below to ensure a smooth Blanket Order Season!
A blanket purchase order allows for emergency or recurring purchases of a specific service or product when the quantity or frequency of delivery cannot be determined at the time the purchase order is initiated.
• Review current Blanket Purchase Order Release Forms with Blanket Order managers to decide if the order needs to be renewed
• Run the Purchase Order Report (POB101DW) to review the list of outstanding purchase orders with summary and detail information
• Identify any new blanket order opportunities by reviewing your department’s PO activity via the tools on the Procurement Inquiry Homepage in the Financial System or running the PO Report (POB101DW) via eReports
• Estimate how much money you will need to encumber for next year’s orders (add 10% to the total used for the previous year)
• Each blanket order Requisition created should only be ONE line
• Create only one blanket order per vendor per Organization-Fund combination
• Change the Accounting Date field to 07/01/11 to future date your requisition or purchase order
• Start your description field with “Blanket order for ________(INSERT SPECIFIC PRODUCT OR SERVICE YOU ARE PURCHASING).” This has changed from previous years! PLEASE DO NOT CREATE DESCRIPTION WITH “BLANKET ORDER AS FOLLOWS…”
• Enter the value of 06/30/2012 in the Due Date field
• Change the default Ship-To Code from Central Receiving (381) to your department’s Ship-To Code (the Location field would be the same value)
• Communicate new purchase order numbers with Blanket Order managers and vendors to ensure a smooth transition
• Once the old blanket orders are expired and no more activity is expected, submit an on-line PO Closure Form via Controller’s web site or your Service Center (if applicable) to close these orders
If you have questions about blanket purchase orders, contact a central buyer in the Purchasing Department or Peg Schmidt at (614) 688-8615.
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March 31, 2011 Request for Waiver Form and Instructions Updated
The Request for Waiver of Competitive Bidding Form and instructions have been updated on the Purchasing website. There is no longer a requirement to provide a Sole Source pricing statement for Sole Source waivers. If you have any questions on the waiver process, please contact a buyer in the Purchasing department.
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March 28, 2011 Purchasing Updates
Additional pricing offered on background checks through LexisNexis:
Package two and three have been added. Please click here for the full pricing schedule. You can view the full details of the contract renewal at the March 17, 2011 News Update.
Updates to Purchasing Policy 2.21:
Page eight of the Purchasing Policy has been updated to reflect current Prevailing Wage rate information by directing you to the main Department of Commerce website http://www.com.ohio.gov/laws/PrevailingWageThresholdLevels.aspx.
Page ten has been updated to reflect the change from 100W Purchasing Method to the new eRequest Method.
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March 17, 2011 Contract Updates
NEW CONTRACT: Background Checks
Supplier Name: LexisNexis Screening Solutions, Vendor ID# 0000433446
Contract Type: BID
Contract ID#: 11-47502104AA-JEM
Term: April 1, 2011 – March 31, 2014 (Three one year extensions available)
Category Code: PROFS
OSU Central Purchasing Contact – John Maloney, Senior Buyer, 292-1405, maloney.4@osu.edu
Human Resources Contact – Katie Hall, Talent Strategy Manager, 247-8079, hall.738@osu.edu
LexisNexis Contact – Jason Huber, 330-460-0038, Jason.huber@lexisnexis.com
Contract Details -County, state, USA and International;
Criminal searches, Sexual offender records, SSN verification/validation, Fingerprint checks, BMV checks, Professional licensure and certification verification, Education verification, Credit checks
For pricing, click here
RENEWED CONTRACT: Courier Services
The university Medical Center purchasing group has an existing contract in place for Courier Services. OSUMC and Central Purchasing worked collaboratively to negotiate additional cost savings for the university.
Supplier Name: Best Courier, Vendor ID# 0000016111
Contract Type: BID
Contract ID#: 08-99792-MN
Term: March 1, 2008 - February 29, 2012 (contract extension)
Category Code: DELIV
OSUMC Contact – Margaret Newland, Senior Buyer, 293-2240, newland.51@osu.edu
OSU Contact – Steve Lambeth, Senior Buyer, 292-9953, lambeth.3@osu.edu
Best Courier Contact – Kathy McClurg, 614-475-8900, kathy@best-courier.com
For pricing, click Here
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February 3, 2010 Purchasing welcomes new staff members
Purchasing welcomes Terry Tyler, Senior Associate Director of Purchasing. Terry comes from the State of Ohio where he served as the first Chief Procurement Officer, leading a savings initiative that delivered $61 Million in savings over the past two years. Prior to that assignment, he worked for DuPont, Ashland Inc. and Nationwide Insurance. He is a certified Professional Engineer (PE) and a Certified Public Procurement Officer (CPPO). Terry has been given the responsibility of leading a savings initiative to deliver $20 Million in savings this year. You can reach Terry at tyler.136@osu.edu or 614-688-3860.
Purchasing also welcomes Brad Haggis, Associate Director of Purchasing. Brad comes from Wendy’s International where he managed Indirect Supplies. This included cleaning supplies, uniforms and office supplies programs, along with most products and equipment required for restaurant operations. Prior to Wendy’s, Brad worked with Honda of America for 17 years in various supply chain and management positions, including International Sourcing. His focus will be to reduce overall costs by strategically sourcing categories across various University departments. You can reach Brad at haggis.1@osu.edu or 614-688-3626.
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January 25, 2011 Streamlining the process: Attach quote directly to eRequest system!
Effective immediately, all Central Buyers in the University Purchasing Department have “Inquiry All” access to eRequest orders across campus to retrieve any related attachments (quote, agreement for signature, waiver request, Bid Prep Form, etc.) for an order. By streamlining this process, it will eliminate the need for delegated buyers and/ or requisitioners to email or fax paperwork to Central Purchasing.
On every requisition and purchase order, the unique eRequest identifier called the PR number (i.e. PR12345) must be entered into the Header Comments Page.
For questions, please contact Cris Penn at (614)688-4940 or penn.4@osu.edu
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January 25, 2011 Fiscal Year 2011 Convenience Orders Update
Effective 1/25/11, convenience order number X11006 has been revised and a "new" convenience order number X11011 has been added for FY11. You can find this information at the Purchasing website under Forms and Resources- Other Documents:
FY11 Convenience Orders
Please direct any questions to Cris Penn penn.4@osu.edu or 614-688-4940
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December 13, 2010 Purchasing Department Performance and Service Standards
The Purchasing Department Staff hold customer service and accountability as top priorities. Please review the Performance and Service Level Expectations effective as of 12/1/10 that detail response times as follows:
*Bid Results will be sent to the department within seven (7) weeks from the time the requisition is received by the buyer.
*Bid waiver requests are to be submitted to B&F for approval within ten (10) business days of receipt of both a completed bid waiver request and an approved requisition from the department.
*Simple purchase orders and change orders are to be issued within two (2) business days of final requisition approval.
*Special approval category requisitions are to be issued within five (5) business days of final requisition approval.
*All voicemail and email messages must be responded to within one (1) business day, unless out of the office.
Any questions can be directed to Cris Penn at 614-688-4940 or penn.4@osu.edu
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November 22, 2010 Governor’s Executive Order 2010-09S: Banning the Expenditure of Public Funds for Offshore Services
The Attorney General’s office recently released changes to form construction contracts. A summary follows:
In accordance with Executive Order 2010-09S, the Contractor hereby certifies that it: (1) has reviewed and understands Executive Order 2010-09S, (2) shall abide by those requirements in the performance of this Agreement with the University, (3) shall perform no services required under this Agreement outside of the United States, (4) shall immediately notify the University of any change or shift in the location of services performed by the Contractor or its Subcontractors under this Agreement, and (5) no services shall be changed or shifted to one or more locations that are outside of the United States. If the Contractor or any of its subcontractors, agents or servants perform services under this Agreement outside of the United States, the performance of such services shall be treated as a material breach which may result in termination of the Agreement at the sole discretion of the University. The University shall not be obligated to pay and shall not pay for such services.
To view the entire executive order, please click the link below:
http://www.governor.ohio.gov/LinkClick.aspx?fileticket=sJZnyzYOecs%3d&tabid=1495
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November 18, 2010 Buyer Updates
The Purchasing Department welcomes our new Senior Buyer, Steve Lambeth. He will be the Maintenance, Repair and Operations Buyer, responsible for the Categories APPRA, ARCHI, BMRAS, BMREL, *BMRFI, BMRGE, BMRMS, *BMRPA, BMRPL, CUSTS, FENCE, *FIREP, FLOOC, FLOOR, TRUCK, UPHOL, WINDO, ENGIN (*denotes special approval category). You can contact him at lambeth.3@osu.edu or 614-292-9953.
The Purchasing Department also welcomes our new Buyer, Tracy Rawlings. Her first day was Monday November 8, 2010. Tracy will be replacing many of the buyer responsibilities that were previously handled by Darlene Smith. Tracy was previously the mail services supervisor for OSU. She will be responsible for the Categories ACOU, ADVAG, ADVER, AGRIC, ANIMA, BARRE, BEARI, BELTS, BUILF, BUILS, CHEMI, DENTA, ELECT, EXTER, FARM, FASTE, FILMS, FLAGS, FLORA, *GASES, HARDW, HVAC, INSPE, JANIT, LABOE, LABOS, LABT, LAWNE, LIBRA, MATER, MEDIC, MEDIS, MEDNS, METAL, MUSIC, NURSE, OPTIC, PAINT, PHARM, PHOTO, PHOTS, PLUMB, VETER, WATER, WELDI (*denotes special approval category). You can contact her at rawlings.11@osu.edu or 614-688-8729.
The Category Buyer Listing has been updated again! You can view the revised version on the Purchasing webiste, About Us tab- Category Buyer listing. http://purchasing.osu.edu/FileStore/PDFs/CategoryBuyerListingsaf.pdf
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November 16, 2010 new Standard Comment
New Comment ID #103 Added Under Standard Comments
The Purchasing Department has added a new Comment ID under the Standard Comments page to assist entering basic Header Comment information on requisitions and purchase orders in the Financials System (Oracle PeopleSoft).
This template serves as a memory aid of specific details that need to be communicated with the supplier for a successful transaction. The usage of these key elements will vary and depends on whether you are processing a requisition or purchase order. For example, contract information would be repeated in the Header Comments because the information would be entered into the Contract Type and Contract ID fields on the purchase order.
One of the key elements is a reminder note that always should be deleted from the template to avoid confusion with the supplier.
Standard Comment Type = POG (PO Comments – General)
Standard Comment ID = 103 (General)
The key elements are:
• Quote Details
• Contract Information
• Department Contact Information for Questions
• Business Purpose
• Specific Delivery Instructions
• Reminder note to click on Send to Vendor and Shown at Receipt checkboxes
If you have any questions, contact Peg Schmidt at Schmidt.243@osu.edu or (614) 688-8615.
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October 28, 2010 Updates
The Purchasing Department welcomes our new Senior Buyer, Amy Bronstein. She will be the Vending Coordinator and Food Buyer responsible for the Categories APPLI, BUTCH, CAFEE, CAFES, DIETA, FOODS, LAUND, *OFSPA, SPACE, TENTS, *VENDI (*denotes special approval category). You can contact her at bronstein.11@osu.edu or 614-688-7471.
John Fallidas, Senior Buyer is now the Building, Maintenance and Renovation Buyer responsible for the Categories BMRER, BMRHV, BOATS, ENERG, HIGHE, HIGHS, MACHI, POWER, SALT, *AIRCN, CHART, TRAVE (*denotes special approval category). You can contact him at fallidas.3@osu.edu or 614-292-7394.
The Category Buyer Listing has been updated! You can view the revised version on the Purchasing website, About us tab- Category Buyer Listing. http://purchasing.osu.edu/FileStore/PDFs/CategoryBuyerListing102810saf.pdf
Best Wishes go to Darlene Smith, Buyer in Purchasing, who retired 10/29/10. She has dedicated 30 years to the University. Thank you for all you have contributed to the University and Purchasing Department, you will be missed.
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September 30, 2010 Biobased Law
The Ohio State University is required by law to procure biobased products that fall within the designated item categories list compiled by the United States Department of Agriculture. Click hereto review the approved product catalog.
Visit the Purchasing website to learn more. (Social Responsibility tab- Biobased Law)
You can read more at The 128th General Assembly of The State of Ohio’s website:
http://www.legislature.state.oh.us/bills.cfm?ID=128_SB_131
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OSU Administrative System Updates
See NewsLink for other Administrative System updates from the Office of the CIO.
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